VITAL RECORDS INFOMATION ASSISTANT - 09092025-70811

Job Information

LOCATION OF (4) POSITION(S) TO BE FILLED: DEPARTMENT OF HEALTH, POLICY, PLANNING AND ASSESSMENT DIVISION, DAVIDSON COUNTY

This position requires a criminal background check. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

Qualifications

Overview

Under immediate supervision, is responsible for vital records information assistance work of average difficulty; and performs related work as required. An employee in this class is responsible for advanced work providing direct assistance and information pertaining to vital record issues to the general public, various agencies, and officials. Work involves providing vital records assistance by telephone, email, correspondence, or in person. This class differs from the Vital Records Supervisor in that an incumbent of the latter is responsible for supervising a vital records unit.

Responsibilities

1. Responds to inquiries from the general public; interacts with state and federal agencies, and external stakeholders daily to provide or obtain information.
2. Collects and receipts appropriate fees for certificates or services; prepares correspondence requesting additional information, documents, or fees to finalize a legal process.
3. Updates/Edits actual record in the database to correct information of a vital event, amends electronic image of records of event in compliance with Vital Records laws and rules, and enters request data into databases to track, locate and issue a record or certify no record found.
4. Reviews court orders, forms, applications to determine compliance with laws and rules to process new certificate of birth. Reviews applications to determine entitlement to a requested service or record of event.
5. Reviews scanned documents to ensure each document is attached to the correct image and explain and enforce Vital Records laws, rules, policies and procedures as they apply to each request.
6. Accurately maintains daily cash drawer to ensure proper closeout; monitors activities in customer service lobby to ensure safety, traffic flow, and supplies. Reports suspicious documents, activity or behavior to supervisor for further action or investigation.
7. Retrieves original certificates from storage boxes for inclusion in a sealed record file. Reviews documents to determine acceptability of records as supporting evidence to file or amend a record.

Competencies (KSA's)

1. Customer Focus
2. Communicates Effectively
3. Situational Adaptability
4. Manages Complexity
5. Drives Results

1. Clerical
2. Customer and Personal Service

1. Active Learning and Listening
2. Speaking
3. Writing
4. Reading Comprehension
5. Service Orientation

1. Written Comprehension
2. Information Ordering
3. Inductive Reasoning
4. Selective Attention

Tools & Equipment

1. Computer
2. Telephone
3. Cashiering Equipment
4. Scanner
5. Copier

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.